7th Contracting Squadron, 381 Third Street, Dyess AFB, TX 79607-1581

R -- NON-PERSONAL SERVICES FOR MEDICAL BILLING CLERKS -- THIRD PARTY COLLECTIONS SOL F41652-99-R0004 DUE 111998 POC Aimee Hamrick, Contracting Specialist (915) 696-2244; Peter F. Eckdahl, Contracting Officer (915) 696-2353 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. II. Solicitation is issued for a Request for Proposal,(RFP)# F41652-99-R0004. Award will be made based on best value (performance risk assessment and price). III. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-014. IV. This is a small business set-aside procurement under SIC 6411 Insurance Agents, Brokers, and Services ($5M). V. There are five contract line items (CLINs). Workload Estimate for FY99 (1 Jan 99-30 Sep 99)=Outpatient Claims 4,300($375,000 billable of which $250,000 is collectable), Inpatient Claims=50($125,000 billable of which $50,000 is collectable). Estimated quantity for FY2000-FY2003 (1 Oct 99-30 Sep 2003)=Outpatient Claims 4,300, each year ($375,000 billable of which $200,000 is collectable), Inpatient Claims=$0). Offerors are to submit written bid proposals as five separate contract line items, number 0001 as base year and numbers 1001 through 4001 as options with unit of issue and total bid for each year. Bids are to be provided in the following format in accordance with (IAW) the Statement of Work (SOW). CLIN 0001 IAW SOW, on or about 01 Jan 99 to 30 Sep 99 (Base Year). Billing and Collection Services $____ per month (unit price) Total Amount $_____. (9 months) CLIN 1001 IAW SOW, 01 Oct 99 to 30 Sep 2000 (Option Year One) Billing and Collection Services $_____ per month (unit price). Total Amount $_____. CLIN 2001 IAW SOW, 01 Oct 2000 to 30 Sep 2001 (Option Year Two). Billing and Collection Services $_____ per month (unit price). Total Amount $_____. CLIN 3001 IAW SOW, 01 Oct 2001 to 30 Sep 2002 (Option Year Three). Billing and Collection Services $_____ per month (unit price). Total Amount $_____. CLIN 4001 IAW SOW, 01 Oct 2002 to 30 Sep 2003 (Option Year Four). Billing and Collection Services $_____ per month (unit price). Total Amount $_____. Grand Total Base plus Four Option Years $_____. Bids shall be received by 19 Nov 98. VI. DESCRIPTION: Statement of Work (SOW): The contractor shall provide personnel to collect, process, follow-up and post insurance claims in support of the Third Party Collection Program (TPCP). Hours of operation are Monday through Friday (excluding federally observed holidays) 7:30 AM to 4:30 PM. Contractor personnel shall be responsible for ensuring accurate coding of medical insurance records, billing forms and completing other insurance company forms. Contractor shall ensure sufficient personnel are available for 100% claim processing. Contractor shall ensure TPOCS-NG (Third Party Outpatient Collection System-New Generation)is on-line and operational. Contractor shall coordinate with 7th Medical Group, Resource Management (7MG/RM) for updates and/or major repairs needed for proper operation of the system. Contractor shall review annual projection and maintain optimal collection rate of third party accounts in accordance with DOD Manual 6010.15M. Contractor shall provide to 7MG/RM, TPCP report status quarterly and conduct monthly audits to include total of all claims, total claims recovered and disposition of all claims to include claims returned as unrecoverable. The contractor shall be responsible for pick-up and reviewing of the encounter sheets(ADS)for the correct assignment of appropriate codes when coding of diagnosis, evaluation and management procedures or any other codes required for complete accurate preparation of a clean claim. The contractor shall identify problems and/or trends in coding procedures to 7MG/RM and identify improvement process procedures. The contractor shall provide periodic briefings on Third Party Collection procedures as required. The contractor shall be responsible for posting and balancing of third party collection accounts receivables. The contractor shall follow-up on all outstanding accounts every 30 days by letter and telephone call. Submitted claims that cannot be collected after the 180-day point shall be turned over to 7MG/RM for referral to the Staff Judge Advocate(SJA)7BW/JA. Contractor shall be responsible for gathering information required for admission precertification approval for base year only. CONTRACT PERSONNEL shall be proficient and have a thorough knowledge of medical billing practices and shall become familiar with the Composite Health Care System (CHCS), TPOCS-NG data entry and insurance processing and reporting requirements, and Automated Data Sheet (ADS) processing. Contract personnel shall be proficient in medical terminology, anatomy and physiology, current diagnosis and procedure coding (to include International Classification of Disease 9th Revision (ICD-9), Common Procedural Terminology (CPT) and Ambulatory Procedure Group. Contract personnel shall maintain interpersonal skills to interact with patients and insurance companies, in person and by telephone. GOVERNMENT FURNISHED PROPERTY AND MATERIALS: Office space (within Resource Management), furniture, name badges, Composite Health Care System computers, TPCP computers, and 1 PC with Office 97 and Internet capability, office supplies to perform billing tasks, including computer supplies and reference materials (ICD-9 and CPT-4). Postage for claims and collection mail will be provided by the government mail system, voice and FAX telephones with DSN and civilian lines will be government furnished. DRESS AND APPERANCE: Contractor personnel dress and appearance shall be professional and clean in appearance. SAFETY: All civilian employees working in the hospital must follow OSHA, EPA, and JCAHO requirements (i.e. immunizations and basic life support training -government furnished). SECURITY: All requirements and restrictions of the Privacy Act of 1974 will be strictly adhered to and enforced by contractor. VII. Required date of performance begins on 01 Jan 99 or date of award whichever is later. Contractor may choose to use a training period at Dyess AFB, TX for a period of 30 days prior to contract start at no cost to the government. Place of performance is the USAF Medical Center, Dyess AFB, (Abilene) TX. VIII. Solicitation provision at FAR 52.212-1, Instructions to Offerors -- Commercial Items(Oct 1995) applies to this acquisition and any addendum to the provision is hereby incorporated by reference. IX. Solicitation provision at FAR 52.212-2, Evaluation -- Commercial Items (Oct 1995)is hereby incorporated by reference. The following technical evaluation factor will be used to evaluate proposals received based on risk assessment criteria. Initial proposals should contain offerors best terms regarding price and submission of sufficient past performance information. The Government intends to evaluate proposals and award a contract without discussions with offerors. BASIS FOR CONTRACT AWARD: The government will award a contract resulting from this solicitation to the responsible offeror whose offer conforms to the solicitation requirements, is considered an acceptable risk level and will provide the best value to the government considering price and past performance. PERFORMANCE RISK ASSESSMENT: The government will conduct an assessment of performance risk based on the offeror's recent and relevant performance. In assessing performance risk, the evaluator will (1) seek present and past performance information through the use of questionnaires; and (2) use data independently obtained from other government and commercial sources. A decision on risk acceptability of each offeror's proposal shall be made. All offers will receive a performance risk assessment of low, moderate, high or not applicable. Only offerors with low or moderate risk level will be considered for award. All offers with acceptable levels of risk (low or moderate) will then be ranked by evaluated price. If the lowest evaluated price offeror has received a low performance risk rating, this offeror's proposal represents the best value for this acquisition and award shall be made to this offeror. The government reserves the right to award a contract to other than the lowest evaluated price offeror. CONTRACTOR'S PROFESSIONAL EXPERIENCE: The offeror shall provide evidence outlining relevant experience in the services as described in this solicitation. This experience can be both commercial and/or government. The outline is to list past and present contracts and/or job experience for the last three years by POC, address, FAX #, Phone # and comments regarding compliance with contract(s) or comments of known performance deemed not acceptable by employer or contract terms. This outline shall include company name, contract number or employer, product/service, address and point of contact, number of year's experience, and dollar value of each contract or value of annual collections. X. Offerors are to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items (JAN 1997) and 252.212-7000, Offeror Representations and Certifications -- Commercial Items (NOV 1995) with its offer. Contact Ms. Aimee Hamrick for copy of Representation and Certifications if necessary. Offerors shall comply with DFAR 252.204-7004 Required Central Contractor Registration Mar 1998. Lack of registration in the CCR database will make an offeror ineligible for award. CCR allows for electronic monthly contract payments for services rendered. Offerors may register by calling 1-888-227-2423, or via the Internet at http://ccr.edi.disa.mil. XI. Clause FAR 52.212-4, Contract terms and conditions -- Commercial Items (MAY 1997) is hereby incorporated by reference. XII. Clause FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items (AUG 1996) "clause", is hereby incorporated by reference. The following paragraphs apply to this solicitation and any resultant contract, FAR 52.207-3 Right of First Refusal of Employment, FAR 52.222-41 Service Contract Act, FAR 52.222-43 Fair Labor Standards Act -- Service Contract Act-Price Adjustment, FAR 52.217-8 Option to Extend Services Aug 1998, FAR 52.217-9 Option to Extend the Term of the Contract Mar 1998, FAR 52.246-4 Inspection of Services, DFAR 252.232-7009 Payment by Electronic Funds Transfer (CCR) Jun 1998, DFAR 252.204-7004 Required Central Contractor Registration. (Mar. 1998) XIII. Additional Contract Terms and Conditions applicable to this procurement are: DFAR 252.212-7001, Contract Terms and Conditions required to Implement Statutes or Executive Orders applicable to Defense Acquisitions of Commercial Items (FEB 1997), is hereby incorporated by reference. The following DFAR clauses apply to this solicitation and any resultant contract 252.225-7001, and 252.243-7001. Additional Defense Federal Acquisition Regulation Supplement (DFARS) Clauses 252.225-7002, Qualifying Country Sources as Subcontractors (DEC 1991) and 252.225-7003, Information for Duty Free Evaluation (AUG 1992). XIV. The Defense Priorities and Allocations Systems (DPAS) assigned rating for this procurement is unrated. XV. Commerce Business Daily note number 1 applies. (Proposed contract is 100% setaside for small business concerns) XVI. U.S. Department of Labor Wage Determination (wage rates) 94-2518 (Rev 14) Area: Northwest, TX applies, FAX upon request. XVII. Signed and dated offers shall be submitted to 7th Contracting Squadron, 381 Third Street, Dyess AFB 79607-1581, ATTN: Aimee Hamrick, contract specialist, not later than 3 pm local time, 19 Nov 98. XVIII. Contact Aimee Hamrick 915 696-2244 email Aimee.Hamrick@dyess.af.mil or Mr. Peter Eckdahl, Contracting Officer, at 915 696-2353 email Peter.Eckdahl@dyess.af.mil for additional information. Posted 10/30/98 (W-SN266949). (0303)

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